About Inbox Booths

We offer acoustically smart, modular booths for private meetings and focused work. Our solutions offer a quicker, greener, and more effective solution than construction. In the office booth market we are strategically positioned as the pragmatic and highest value option on the market. We are Vancouver-based and rapidly expanding across North America.

Inbox is led by two experienced start-up entrepreneurs working in and on the business day to day. Our small but mighty team is resourceful and emotionally intelligent. We are the type of people who courageously seize opportunities to change the world for the better. Our North Star as an organization is tosolve problems that create value together. Office privacy booths are just the beginning of a much larger vision.

About this Role

This is the role of Executive Assistant for our Integrator and Founder, Reuben Zuidhof. You will play a crucial role in supporting his daily activities, managing administrative tasks, and ensuring efficient communication within the organization. This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The ideal candidate will be proactive, detail-oriented, and capable of multitasking in a fast-paced environment.

As a fast growing organization, the growth potential for this role is incredible high including but not limited to an eventual opening of a Chief of Staff role.

Key Responsibilities

• Calendar Management:
  • Coordinate and manage the Integrator's, including meetings, appointments, and travel arrangements.
  • Prioritize conflicting demands, resolve scheduling conflicts, and ensure timely attendance to appointments.
  • Proactively look for areas where you can improve efficiencies and reduce duplication of work.
• Communication Management:
  • Act as a liaison between Reuben and internal/external stakeholders, including clients, partners, and team members.
  • Draft and respond to emails on behalf of the Reuben, ensuring professionalism and accuracy in all communications.
• Administrative Support:
  • Provide administrative assistance such as drafting correspondence, preparing presentations, and organizing documents.
  • Handle expense reports, invoices, and other financial documents with attention to detail and accuracy.
• Meeting Coordination:
  • Arrange and prepare materials for meetings, including agendas, presentations, and follow-up actions.
  • Attend meetings, take minutes, and distribute notes to relevant parties as necessary.
• Project Support:
  • Lead special projects, research initiatives, and ad-hoc assignments as directed.
  • Maintain project timelines, track progress, and provide regular updates to ensure objectives are met.
• People & Culture Coordinator:
  • Ensure the company's Handbook and Employee Agreements are kept up to date
  • Key part of our Social Committee
  • Oversee the rollout of our People Management rhythms

Requirements:

• Proven experience as an executive assistant or similar role, preferably supporting C-suite executives or business leaders.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and accuracy in all work.
• Flexibility to adapt to changing priorities and work schedules.
• Previous experience in a startup or entrepreneurial environment is a plus.

Benefits of working at Inbox Design:

• Competitive Salary based on experience
• Your voice will be heard and you will have influence within the company. Youll get to experience the results of your work.
• 24/7 access to modern office space located in Mount Pleasant, Vancouver
• Hybrid working environment (remote and in-office)
• Access to marketing training & courses
• Work directly with the founders who are invested in your personal growth
• The Inbox culture is a balance of high challenge to help you reach your potential and the support necessary to encourage you and help you develop your business skills.

If you are interested in this opportunity, please follow the link to apply.